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Attendees: Scott Leonard, Justin Dragosani-Brantingham, Cynthia Laframboise, Pat Michaelis, KSHS; Donnita Thomas, Department of Revenue; Mary Grace, KITO; Terri Clark, Legislature; Jenny Mehmedovic, KU [via teleconference].
Minutes of Previous Meeting: Approved without change.
Legislative DMS Electronic Recordkeeping Plan: Doug Cruce sent comments to Scott via e-mail, specifically on page 4 under “Implementation of Retention Requirements”. He said that there are some unanswered questions. Terri Clark indeed commented that they were put in so they would not be forgotten, but have not yet been addressed. Terri mentioned the users group and sub-focus groups for the DMS. The procedures are coming out of a focus group that has just recently been started. Terri wanted to bring the plan to ERC to make sure they were on the right track. Pat asked about acronyms in the document: “LAS” Legislative and Administrative Services; “LPA” is Post Audit; “KLRD” is Kansas Legislative Research Department.
Steve Johnson had some comments via e-mail. Terri clarified the House Clerk and Senate Secretary as owners--they are staff title positions. Preservation methodology? Everything kept in DMS including the archives. Backups are stored offsite. Scott said to include how information can be protected from alteration/deletion. Terri said all of his comments are valid. Scott said that the audit procedures portions are not—State Records Board has no authority over the Legislature. Under “Roles and Responsibilities”, Incumbents, who is the actual person responsible for it? Should the title or actual person's name be recorded? Actual name.
Terri didn't know if the owners should go under the director, or the staff who wrote the document, so it is being left under KLRD. The head secretary is currently making the decision on whether to archive an item. Errors? Only the staff member who wrote it can correct it. Seems to be a strange work process. Maybe the process needs to be explained. Scott said that it may come under business process description or record capture. Terri said ok, maybe they are much too brief in that process. Donnita commented on the diversity of users/creators and one central document storage. Pat asked if a single person serves as archivist? Terri said head secretary in reality, but director on paper.
Scott asked if the security plan is in place? Terri said, DMS, yes, but a legislative security plan, no. It will be referenced and included as an attachment. Pat commented that there are no intermediate retentions. Page 2 has a field that needs to be reformatted. Pat asked if KORA does not apply to KLRD? Their correspondence to legislators does, and “green sheets”. Legislators’ records are. Pat would like it clarified, could cite KSA 45-221 exception.
Pat added that it also would be good to outline the standardized filing and naming structure.
Scott asked about signed copies of the bills? They go back from the Governor
to the Chamber, then data is sent to the state printer. Originals are given
to the Secretary of State to preserve.
Status of Web-Based Records Management Task Force: Meeting on Friday, most of the text for section 9 ready, some sub-sections not yet done. Nothing to ERC this calendar year based on how thorough the sub-committee is. Scott is planning on doing a session at the Midwest Archives Conference in April in Kansas City on web records management. Related to this is item 4, Pilot Project.
Pilot Project -- Preservation of Web-Based State Publications: Pat, Matt, Bill Sowers, meeting Wednesday morning at 10 a.m. with Morey Sullivan, Duncan Friend, and others trying to get a pilot project in place to cover the reports named in Senate Bill 605, which became chapter 155 when passed. What agencies reporting to the Legislature based on that law? Set up pilot in the Legislature system. Ideally, once submitted, become part of the permanent archive. AccessKansas may also get involved in the future production repository. Agencies would then submit reports to the repository, which would be available to the Legislature via the web. Pat commented some structure has to be in place. Terri added that legislators don't have computers yet officially. The bill specifies that they don't have to send in a paper copy. Scott said that M.I.T. has just completed an electronic archive for research data based on the OAIS data model. It is a scalable repository that can be used for any size institution. Pat added that many state college/university librarians have to catalog reports as well.
Cowley County KORA Requests: Since Kevin Stevens was able to make the trip up from Arkansas City, this will be tabled until the next meeting. Scott provided some background on what Kevin wanted to discuss.
Other Business: ITAB formed a sub-committee meeting tomorrow to deal with e-mail. Scott isn’t sure exactly what the subcommittee will discuss but he assumed that it will deal primarily with security. Scott will report to ERC. There was some discussion on the records management listserv about Wall Street firms that have been fined for e-mail violations.
Justin has received some questions regarding how local governments should track software-licensing compliance. Should we outline a strategy to tackle that? There is an item on the general schedule for “contracts”. Some agencies have one person that that is all that they do. Example, Dept. of Revenue’s Information Services unit works closely with accounting to monitor compliance. Make sure that a hard copy of the agreements is available. Action? Ask SRB if a separate records retention entry should be created.
There is the potential of Bureau of Epidemiology, KDHE, presenting an electronic
recordkeeping plan in January.
Next meeting: January 8, 2003. 2:00 p.m.
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